Property Administrator

Realterm; Dorval; On-site; CAD 42,000 - 56,000; Full time

Job summary

Realterm in Dorval, Canada is seeking a Property Administrator to support the Property Management team with administrative tasks for the Canadian portfolio. Responsibilities include tenant communications, invoice processing, vendor follow-up and travel coordination, with occasional reception coverage.

Requirements include strong bilingual French/English communication, solid Microsoft Office skills and the ability to handle multiple tasks in a fast-paced office environment.

Qualifications

• Strong administrative, organizational and follow-up skills.
• Proficient with Microsoft Office; Yardi is an asset but not required.
• Clear verbal and written communication; client-facing/service-oriented.
• French required; English also needed for external stakeholders outside Quebec.
• Ability to manage multiple administrative priorities in a fast-paced office.
• Detail-oriented and reliable.

Responsibilities

• Provide general administrative support to Property Managers and the Property Management team.
• Maintain property files, contracts, certificates of insurance, tenant records and vendor documentation.
• Prepare and track vendor purchase orders, contracts, renewal documents and reports.
• Coordinate vendor documentation and follow-up, including insurance renewal requests.
• Prepare and distribute tenant notices and related correspondence.
• Maintain building inspection records and other property-related documentation.
• Assist with invoicing, expense processing and Payscan entry.
• Provide backup reception coverage and coordinate travel arrangements for team members.
• File, retrieve, scan and digitally file documents.
• Perform other administrative tasks and ad hoc projects as needed.

Skills

Administrative support

Microsoft Office

Yardi (asset)

Tenant communication

Documentation management

Education

High school diploma

Real estate/admin coursework

Tools

Payscan

Excel

Office 365

Job description

Summary

The Property Administrator provides administrative and coordination support to Realterm’s Property Management team for the Canadian portfolio. This role supports property documentation, vendor follow-up, tenant communications, invoice and expense processing, travel coordination, and general administrative tasks. The position also provides backup reception support when required.

Essential Duties and Responsibilities

• Provide general administrative support to Property Managers and the broader Property Management team


• Assist with organizing, maintaining and updating property files, contracts, certificates of insurance, tenant records, tenant correspondence and vendor documentation


• Prepare, track and follow up on vendor purchase orders, contracts, renewal documents, cancellation notices, signature requests and reports


• Coordinate vendor documentation and follow-up, including insurance certificate renewal requests, service-related inquiries and administrative updates


• Prepare and distribute tenant notices, parking letters and other tenant/property-related correspondence


• Maintain building inspection records, reports, utility folders, and other property-related documentation


• Assist with tracking deficiencies, confirming completion of work and completing related administrative follow-up


• Assign parking stickers and access codes, process related monthly charges and respond to routine tenant parking/access requests


• Maintain codification information, property contact lists, emergency contact lists and other reference materials


• Support invoice corrections, invoice coding and invoice entry into Payscan


• Prepare weekly check registers


• Process executive expenses and expense reports, as needed


• Provide backup reception coverage, including greeting visitors, directing calls, and coordinating and receiving deliveries.


• Coordinate travel arrangements for team members, including flights, hotels and conference reservations, as requested


• Provide filing, retrieval, scanning, digital filing and general administrative support


• Perform other administrative tasks and ad hoc projects in support of the Property Management team

Competencies

Accountability

Character, Trust, Integrity

Planning, Decision-Making & Initiative

Development & Learning

Collaboration, Communication & Teamwork

Qualifications

• Strong administrative, organizational and follow-up skills.


• Comfortable working with documents, spreadsheets, invoices, vendor records and routine office systems.


• Proficient with Microsoft Office. Experience with Yardi is an asset but not required.


• Clear verbal and written communication skills and a professional, service-oriented approach.


• Comfortable communicating with tenants, vendors and internal team members in a client-facing environment.


• Strong French communication skills are required. English communication skills are also required for this role, as the position involves regular communication with tenants, vendors and internal stakeholders located outside Quebec.


• Able to manage multiple administrative priorities, follow instructions carefully and ask questions when clarification is needed.


• Detail-oriented, reliable and comfortable supporting a team in a fast-paced office environment.

Education and/or Experience

• High school diploma or equivalent required; college coursework or a diploma in administration, office management, real estate, accounting or a related field is an asset.


• One to two years of administrative, office coordination, property administration, accounting support or related experience preferred.


• Candidates with strong administrative potential and limited direct property management experience will be considered.

Work Environment

The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office and property locations based on organizational/business needs.

Physical Demands

Must be able to remain in a stationary position for most of the workday, sit at a desk and consistently operate a computer. The person in this position must be able to access file cabinets and use standard office equipment. On occasion, they may need to lift boxes of up to 10 lbs.